Washington, D.C. 20530

November 21, 2000

MEMORANDUM FOR BUREAU PERSONNEL OFFICERS

SUBJECT:      Emergency Dismissal or Closure Procedures for Washington, DC Metropolitan Area

As cold weather approaches, it is time to review the procedures which apply in the event of inclement weather or other conditions leading to emergency dismissal or closure of government offices. The Department follows the procedures established by the Office of Personnel Management (OPM), acknowledging the need to avoid independent action in such circumstances, and to minimize traffic and mass transit disruptions. Accordingly, this provides the attached memorandum and guidelines from OPM concerning current emergency dismissal or closure procedures for the Washington, DC, area.

The procedures established by OPM are designed to apply to any situation which prevents significant numbers of employees in the Washington, DC, area from reporting to work on time, or which requires agencies to close all or part of their activities. The procedures are intended to apply to all employees of executive agencies located inside the Washington Capital Beltway. They do not apply to employees of the U.S. Postal Service, the government of the District of Columbia, or private sector entities, including contractors. These groups are responsible for setting their own procedures and advising their employees of them. Facilities located outside the Beltway may wish to develop their own plans, since they are often subject to different emergency and traffic conditions than those experienced inside the Beltway. For employees of government offices outside of the Washington area facing such conditions or situations, Federal Executive Boards (FEBs) and Federal Executive Associations (FEAs) have established similar emergency dismissal or closure procedures tailored to their respective metropolitan areas.

In general, OPM officials will consult with appropriate municipal, regional, and mass transit officials before making a decision on closure, dismissal, or special leave treatment in each instance. After being briefed on conditions, the Director of OPM will make a decision on whether to curtail Federal operations. OPM will notify agency human resources directors of any decision. Agencies are responsible for providing the emergency dismissal or closure procedures to employees in advance of any need. Terms that may be used in media announcements should be identified and defined.

Please ensure that employees in your component receive a written copy of the procedures specified by OPM. Any special notification procedures your component will follow in addition to the OPM procedures should be identified also. You will note that, in some situations, only "emergency employees" will be expected to report for work on time, or stay on in the event of an early dismissal. Each year, agencies are required to notify in writing those employees they have designated as "emergency employees" of their status. Please ensure that the employees in your components who have been designated as "emergency employees" are made aware of this in writing. In addition, you should inform any employees who are on shift work how the procedures for closure, dismissal, and special leave treatment are likely to affect them.

Questions from employees concerning these procedures should be referred to an appropriate person in their servicing personnel offices. Personnel specialists from your staff who need assistance interpreting the procedures and guidelines may contact Margaret Foskey, of the Personnel Staff's Policy Group, on (202) 514-6778, or via e-mail at margaret.foskey2@usdoj.gov. You also may download a copy of the current procedures from OPM's web site at this address: http://www.opm.gov/oca/compmemo/2000/snow.htm. [Web readers: this is the same hyperlink that appears in paragraph 1 above.]